JD still for further review and revision

Secretarial Support to the Department Chair

Provide clerical and administrative assistance to the Chair, keeping track of appointment schedules Perform routine and office functions Provide logistical support to department sponsored activities and events Monitor department compliance with deadlines and requirements of JGSOM, Higher Education and University Administration Perform other functions as may be required by circumstances Monitor Office inventory and the maintenance of facilities and equipment under the department Initiate requisition for replenishment of supplies Maintain cleanliness and physical upkeep of the office Arrange the use of facilities and equipment for course requirements

Budget and Financial Management

Prepare monthly and annual budget summary of expenses. Keeps financial records and expenses of the office Prepare yearly budget requests for the office supplies, new equipment, minor and major improvements, international competitions, etc. Prepare check requests, petty cash and budget realignments Check and follow up on salary payments for the Part-Time faculty as needed Process reimbursements thru Central Accounting Office Payments System

Communications and Coordination

Serve as communication link between the Chairperson, faculty, students, program directors, JGSOM, HE and University offices as well as other stakeholders Coordinate and organize departmental presentations and exams

Records and Documentation

File, maintain and safeguard the confidentiality of all Department records Assist the Chair to compile data and submit various reports upon the request of the different offices Prepare the semestral schedules and assist the Chair in the assignment of courses Ensure that office records and documents are organized and properly filed for proper turnover

Faculty Recruitment

Assist in sourcing Part-Time faculty by contacting alumni and former faculty members Collect application forms for teaching positions Schedule applicant interviews and teaching demonstrations Collect and ensure completion of all hiring/employment documents of new faculty, as identified by the HR in a timely manner (before the faculty teaches) Coordinate with HR and ensure that faculty are given their ID numbers, email address, access to Canvas

Course Logistics

Provide logistical support to faculty, such as but not limited to class handouts, long tests and final exams Coordinate for the technical support of faculty for their Canvas and other online teaching support provided by HE and DITS Conduct and supervise faculty evaluations (if onsite) Assist the Chair in the timely collection, review and submission of grading sheets and class lists

Registration Logistics

Prepare a draft of the course schedule upon consultation and planning with the Chair Ensure and monitors the timely submissions of documents to the Registration Office Coordinates with RO for registration preparations

Student Assistance

Coordinate the scheduling of faculty consultations with students Assist in the processing of load revisions Attend to student queries and needs

Department, School and University Activities

Assist in the preparations and execution of deparment talks and special activities, school based events (Faculty meetings, Recruitment activities eg Open House, year end activities eg. Testimonial Ceremony, Graduation Coordinate with Campus Security and Campus Facilities for the preparation, implementation of activities and events